Start by creating one central spreadsheet.
Ask staff to add every digital tool they use for work.
Don't only include the big systems like your CRM or accounting software. Include smaller tools too, such as:
The goal at this stage is not to decide whether a tool is good or bad.
You just want to know what exists.
| Field | What to record | Example |
|---|---|---|
| Tool Name & Category | Software name and what it is used for | ActiveCampaign – Email Marketing |
| Cost & Renewal Date | Monthly or annual cost and renewal date | $45/month, renews Nov. 15 |
| Account Owner & Active Users | Who manages it and how many people use it | Jane Doe, 4 users |
| Core Function & Criticality | What it does and how important it is | Email marketing – Essential |
| Discount Status | Whether you're paying full price or using nonprofit pricing | Nonprofit tier |
Don't worry if you can't fill in every field right away.
An incomplete inventory is still more useful than having no inventory at all.
If your organization allows you to use an AI tool, you can paste in a rough software list or notes and ask:
Review this list of digital tools and organize it into a table with columns for Tool Name & Category, Cost & Renewal Date, Account Owner & Active Users, Core Function & Criticality, and Discount Status.
You can also ask AI to suggest categories if your list is messy.